Who is responsible for your data?
Woodhouse Estates Limited (company number 06021975), of 235 Woodhouse Road, Friern Barnet, London N12 9BD, is the data controller for the personal information described in this notice.
Questions and data-rights requests can be sent to info@woodhouseestates.com or made by calling 020 8211 3466.
Information we may collect.
- Identity and contact details, including your name, address, email and telephone number.
- Property, tenancy, ownership, search, viewing, offer and valuation information.
- Information needed for referencing, right-to-rent, anti-money-laundering, compliance and contractual checks.
- Payment, account and transaction information where Woodhouse receives or administers money.
- Correspondence, complaints, maintenance reports and records of our dealings with you.
- Technical information such as IP address, browser, device and basic website logs.
Why we use it.
We process personal information to respond to enquiries, arrange viewings and valuations, progress sales and lettings, manage properties and tenancies, administer payments, maintain safety and compliance, prevent fraud, keep business records and improve our service.
- Enquiries, viewings, valuations and requested property services: taking steps at your request before a contract, performing our contract with you, or our legitimate interests in answering requests and arranging property transactions where you are not our contracting client.
- Identity, right-to-rent, anti-money-laundering and accounting checks: compliance with the legal obligations that apply to the transaction.
- Property management, repairs, payment administration and service correspondence: performing our contract or our legitimate interests in managing properties and supporting the people involved.
- Security, fraud prevention, complaints and legal claims: our legitimate interests in protecting people, property, our systems and the business, and legal obligations where applicable.
- Optional marketing that requires consent: your separate consent. You may withdraw it at any time; answering an enquiry does not enrol you in unrelated marketing.
Fields marked as required on a website form are needed to deal with that request. Other details are optional. If necessary information is not provided, we may be unable to progress the request or the relevant legal checks. The website records enquiries for staff follow-up; it does not itself make an automated decision about your eligibility for a home.
Who we may share it with.
For properties marketed as a sub-agent for MD Estates, the property page explains their role. The enquiry form asks separately whether you agree to your enquiry details being shared with MD Estates so they can contact you and arrange a viewing. You can leave that option unticked and still enquire with Woodhouse. Enquiries are first recorded for Woodhouse staff to review; the form does not automatically forward your details to MD Estates. Contact Woodhouse if you wish to withdraw your agreement.
Where necessary for the service, information may be shared with landlords, vendors, purchasers, tenants, applicants, guarantors, contractors, inventory providers, referencing and compliance providers, utility and deposit services, portals, councils, professional advisers, insurers, regulators, redress bodies and technology providers acting for Woodhouse.
Most information comes from you. We may also receive relevant information from parties to a property transaction, authorised representatives, referencing providers and public property registers.
We do not sell personal information. We require service providers to handle it securely and only for the agreed purpose.
Retention and security.
We keep information only for as long as it is reasonably needed for the property service, legal and regulatory duties, accounting, insurance, complaint handling and the establishment or defence of legal claims. For an enquiry or search, the criteria include whether it remains active and whether follow-up has been requested. For transaction, tenancy, payment or compliance records, they include the applicable statutory retention duties, the end of the relationship, unresolved complaints and the period during which a claim may be brought. Records should then be reviewed for deletion or anonymisation. Contact us for the criteria applicable to your record.
Woodhouse uses organisational and technical safeguards designed to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.
Website storage and external services.
Some property photographs are delivered from Rightmove’s image service. That service receives the connection information needed to display the photograph, such as your IP address and browser information.
Website enquiries are recorded for Woodhouse staff to handle using our website and business systems. Hosting and technology providers process information needed to deliver those services. See our cookie policy for saved-property storage and the optional Google map.
Pages showing Google reviews may load Google branding and reviewer images from external image providers. Those providers receive connection information, including your IP address, to deliver the images. The page address is not sent with these image requests. The interactive Google map loads only when you choose to open it.
Opening an external service may involve processing outside the UK under that service's own privacy terms. UK data protection rules require an appropriate transfer mechanism where a restricted international transfer takes place. Contact us for details of the providers and safeguards relevant to your information.
Your rights.
Subject to the conditions and exceptions in data protection law, you may request access, correction, deletion or restriction. Portability applies to relevant information processed automatically on the basis of consent or contract. Withdrawing consent does not affect earlier lawful processing.
Your right to object: you may object to processing based on legitimate interests for reasons relating to your situation. You can object to direct marketing at any time. Contact info@woodhouseestates.com to exercise these rights or stop marketing.
We normally respond to data-rights requests within one month. A lawful extension may apply to complex or multiple requests, and we may need information to verify your identity. You can complain to the Information Commissioner's Office if you are unhappy with how your information is handled.